STANDING RULES OF THE UNITED METHODIST WOMEN, KENTUCKY CONFERENCE Adopted with revision October, 2014 by the Kentucky Conference United Methodist Women. The United Methodist Women of the Kentucky Conference shall function in accordance with the Constitution and Bylaws 2013-2016 for Conference Organizations (Conference, District and Local Units) of United Methodist Women as adopted by the National Organization of United Methodist Women. These Standing Rules are supplementary thereto. The following Standing Rules provide specific procedures for the administration of the Kentucky Conference United Methodist Women, hereinafter, referred to as the conference. Page numbers are listed in parenthesis from the Constitution and Bylaws 2013-2016. Robert s Rules of Order, newly revised, shall be the parliamentary authority for all meetings unless otherwise stated. ARTICLE I - INTRODUCTION Section 1. Membership (page 126) Section 2. Mission Emphases (page 126) ARTICLE II - RELATIONSHIPS Section 1. Relationships to Other United Methodist Women Organizations A. Local Units (pages 99-109) 1. Local United Methodist Women Organization (Leadership Team or Executive Committee) (page 100) a. A unit may determine its structure to best fulfill the PURPOSE so that the work of administration, finance, program planning, record keeping and nominations can be carried out. b. A member of the local church must be named President, and she or someone named by the team must serve as the contact person for the District organization and server on the local church council. c. The leadership team may include a President, Vice-President, Treasurer, Secretary and Chair of the Committee on Nominations. d. Others persons may also be recruited to plan programs of spiritual growth, mission education and advocacy work according to the needs of their group and community. Others might organize programs for individual study and hands on mission. Each organization should recruit leaders needed to make sure that opportunities for spiritual growth, mission education, leadership development, service and advocacy are available to members throughout the year. (page 27) 2. Local Elections a. The elections of local officers shall take place no later than July 31. Elected Officers assume their duties January 1st, following election. b. Immediately upon the election, a complete list of the officers: names, addresses, phone numbers and email addresses shall be sent to the District Secretary and the name and addresses of the President and the Secretary of Program Resources (if available) shall be sent to the Resource Center. c. No officer shall hold the same officer for more than four consecutive years. Exception: Treasurer may serve for 6 (six) consecutive years. 3. Local Meetings a. Each organized unit shall hold meetings with the total membership as needed. b. Subgroups may be organized to meet the needs or interests of the unit or of the members of the group. 4. Local Finances a. If any Conference or District leadership team member is invited by a Local Unit to attend a meeting, the Local Unit shall pay her expenses. b. In the event that the local unit does not reimburse for travel expenses of the District Leadership Team member invited to the local unit, the District can reimburse. c. The Local Unit shall be encouraged to give scholarships to the Kentucky Conference Retreats and to Mission u. 5. Annual Mission Celebration Each Local shall be represented at the Conference Annual Mission Celebration of the conference organization; one should be the President. B. District Organization (page 110-123) 1. Relationship to Conference and District Communications a. The District organization of United Methodist Women is directly related to the Local Unit, the Conference and the National Organization. b. The District United Methodist Women organization works with the Local Organizations in their District to live out the PURPOSE. c. The District Communication person shall send a report of each District event to the Conference Communication Coordinator. 2. District Leadership Team and Elections a. The election of the District elected leaders shall take place annually for a term of office of two years, including the chairperson of the Committee on Nominations. One-half shall be elected at each District Annual Mission Celebration and shall take office the following January 1. Officers elected must be United Methodist Women members. A list of the District officers and the Local Presidents' names and addresses shall be sent immediately to the Secretary of the Conference and a list of Local Presidents and Vice-Presidents shall be sent to the editor of K.C. News Link. b. In EVEN years, the following Leadership Team members shall be elected:
President Secretary Mission Coordinator for Social Action Mission Coordinator for Membership Nurture and Outreach Communications Coordinator Chairperson of the Committee on Nominations c. In ODD years, the following Leadership Team members shall be elected: Vice-President Treasurer Mission Coordinator for Spiritual Growth Mission Coordinator for Education and Interpretation Secretary for Program Resources d. No elected leader shall hold the same office for more than four years. Exception: Treasurer may serve for 6 (six) consecutive years. Tenure on the Executive Committee for the elected leadership of the district organization shall be limited to a total of eight years; the exception being when a woman has completed her eight year tenure (serving elected leadership positions other than President) is elected President. Service of six months or more in an office year by an interim or acting officer will be counted as one year of tenure. A two-year term as chairperson of the committee on nominations is in addition to tenure limitations. Membership on the Committee on Nominations is not considered tenure on the Executive Committee. No person shall be nominated to a district office unless she is a member of the United Methodist Women. e. The District President shall appoint a Historian, a Parliamentarian, and a Chairperson of the Standing Rules. f. The reporting year for the District information, to be included in the Annual Mission Celebration Program Book, is August 1 st to July 31 st. 3. District Annual Mission Celebration There shall be an Annual Meeting of the District Organization that is designed to highlight the Purpose of United Methodist Women and relate to needs and interests of the women in the district. 4. District Finances a. The District shall be encouraged to give scholarships to the Kentucky Conference Retreats and Mission u. b. Members of the District Executive Committee not honoring their registration for any meeting paid for by the Conference Organization shall reimburse the Conference Organization. c. In the event of the death of a child or husband of a member of the Executive Committee of the Conference Organization, the President of the District Organization in which said officer resides shall notify the Conference Coordinator for Membership Nurture and Outreach, the Secretary and the Treasurer. d. In the event of the death of a member of the Executive Committee of the Conference organization, a past President, or a Conference Secretary of the Wesleyan Service Guild, the president of the district in which she resided shall notify the Conference Mission Coordinator for Membership Nurture and Outreach, the Secretary and the Treasurer. e. The budget of the Administration and Membership Development Fund (A&MD) of each District Organization for the ensuing year shall be submitted to the Committee on Finance of the Conference Organization at or before the meeting at which the budget for the Conference Organization is developed. f. All District Treasurers shall submit annual audits to the Conference Treasurer by the 15 th of September (when their third quarter remittances are due). Districts will not receive their fourth quarter A & MD funds until the audit is received. 5. District Standing Rules Each District Organization shall have stated Standing Rules, which shall be approved by the Committee on the Review of Standing Rules of the conference organization. Standing Rules shall be reviewed and updated at a date set by the Executive Committee of the conference organization in the first year of each quadrennium. Section 2. RELATIONSHIP TO THE JURISDICTION ORGANIZATION Section 3. RELATIONSHIP TO THE NATIONAL ORGANIZATION OF UNITED METHODIST WOMEN Section 4. MEMBERSHIP LISTS The United Methodist Women do not furnish lists of their elected leaders or members to individual or agencies outside the organization unless authorized by the Executive Committee in writing. ARTICLE III LEADERSHIP: ELECTED LEADERS OF THE CONFERENCE AND THEIR DUTIES Section 1. United Methodist Women is a lay Women's organization... A. A Laywoman serving as a Pastor of a church is not eligible to serve as an elected or appointed leader of United Methodist Woman as per the Book of Discipline. B. Each Kentucky Conference elected officer and leader shall maintain a file of such materials as correspondence and notes on procedures as are pertinent, necessary and helpful for use in the orientation of her successor. When possible, such files shall be given to each newly elected officer and/or leader no later than January 1. Section 2. The PRESIDENT shall with approval from the Executive Committee: A. Provide for orientation and training of the newly elected conference officers and leaders. This shall be held as soon as possible following the Annual Mission Celebration at which the elections are held. Included in the orientation shall be team building, explanation of duties as outlined in the National Organization Constitution and Bylaws and review of the Standing Rules of the Kentucky Conference with special emphasis on financial policies and program opportunities. B. Appoint to a two (2) year term: 1. Chairperson and membership of committees not otherwise provided. 2. Task groups. 3. Parliamentarian.
4. Archivist/historian. 5. Chairperson and members to the Committee to Review Standing Rules. 6. One person to serve as a member of the Commission on Status and Role of Women of the Kentucky Annual Conference, the Discipleship Team (Coordinator for Education and Interpretation and Coordinator for Social Action), a representative to Church Women United in Kentucky (Vice President), and a representative to Appalachian Development Committee, a representative to Red Bird Mission, Mountain Mission, the Committee on Lay Profiles, Wesley Community House Services, and the Josephine Rudy Smith Scholarship Committee (Owensboro). 7. Language Coordinators (in consultation with persons of the particular language group and the committee on nominations) May not exceed two terms. C. Serve as a member of the following: 1. Kentucky Annual Conference (2012 Book of Discipline). 2. Kentucky Annual Conference Discipleship Team. 3. Committee on Nomination of the Annual Conference. 4. Committee on Laity of the Annual Conference. 5. Committee on Program and Arrangements and the Primary Task Team of the Annual Conference. D. Serve as a Kentucky United Methodist Women member of the following: 1. Kentucky Conference Mission u. 2. Chairperson of the Committee on the Charter of Racial Justice Policies. E. Determine and arrange the dates and places of all Executive Committee meetings (in consultation with the Treasurer) and make the recommendations to the Executive Committee for affirmation/approval. F. Issue the following communications: 1. The call to the Annual Mission Celebration. 2. Invitations to the past Presidents of the conference and its predecessor organization to the Annual Mission Celebration. 3. Invitations to the District Presidents-elect, the nominees as Conference Officers and the Conference Nominating Committee Members to attend the Annual Mission Celebration at Conference expense. 4. Notification to members and other specified persons of Executive and Administrative Committee meetings. Section 3. The VICE PRESIDENT shall: A. Be the official representative to the Church Women United of Kentucky. B. Be a member of the Administrative Committee. C. Be the contact person to the District President and the Local President of the site of the Annual Mission Celebration. Section 4. The SECRETARY shall: A. Prepare the minutes of each Executive Committee meeting. The copies of the minutes are to be sent to the Executive Committee, the past Presidents, the President of the SEJ (Southeastern Jurisdiction) Core Planning Group, the Executive Secretary for Leadership Development, and the National Office Recording Secretary within two weeks. B. Compile a directory to be available for distribution by March 1 and keep it updated. Those to receive copies are: the Kentucky Conference United Methodist Women Mission Team, the District Leadership Teams, the Bishop and the District Superintendents, the Conference Center, the National Organization Directors, Recording Secretary and the SEJ Core Planning Group members living in the conference, the Southeastern Jurisdictional President and the past conference Presidents. C. Notify all organizations maintaining a relationship with the Kentucky Conference United Methodist Women of leadership changes when they occur. D. Keep the records from the preceding quadrennium and the present quadrennium. E. Keep a copy of each set of minutes of the Annual Mission Celebration, Mission Team Meetings and the treasurer's reports. The permanent depository for these materials and other pertinent materials (i.e. Directories, reports from Time/Day Apart, Spiritual Growth Retreats, Annual Meetings/Mission Celebrations and photographs) to the organization of United Methodist Women is the Archives and History Section of the Library at Kentucky Wesleyan College and /or Asbury Seminary. Section 5. The TREASURER shall: A. Receive and disburse funds for all conference meetings and special events of the conference. B. Provide expense voucher forms. C. Subscribe to the Resource Mailing yearly, from the Mission Resource Center for each Kentucky Conference Elected Officer. D. Have an annual audit of the conference ledger conducted by a Certified Public Accountant E. Prepare and distribute Quarterly Financial Statements to the Mission Team. Section 6. The MISSION COORDINATORS A. The MISSION COORDINATOR FOR SPIRITUAL GROWTH shall: 1. Be the chairperson of the Committee on Spiritual Growth. 2. Be responsible for the Annual Spiritual Life Retreat in March or April, and submit a written report to the Conference President and Secretary. B. The MISSION COORDINATOR FOR SOCIAL ACTION shall: 1. Serve on the Discipleship Team of the Annual Conference. 2. Plan and promote the Legislative Event, and submit a written report following the event. 3. Notify the Conference team and District counterparts of issues that need action. C. The MISSION COORDINATOR FOR EDUCATION AND INTERPRETATION shall: 1. Serve on the Discipleship Team of the Annual Conference. 2. Plan and promote a hands-on mission event. 3. Receive the Mission Today and the Mission Study Reports from the Districts. 4. Maintain a current list of the active Missionaries, Deaconesses, and other selected persons in mission related to the General Board of Global Ministries and the Kentucky Conference. D. The MISSION COORDINATOR FOR MEMBERSHIP NURTURE AND OUTREACH shall: 1. Be responsible for the promotion of the Membership Campaign.
2. Be the Chairperson of the Committee on Membership Nurture and Outreach. Section 7. The SECRETARY OF PROGRAM RESOURCES shall: A. Promote the Reading Program. B. Be aware of the United Methodist Women audiovisual resources in the Kentucky Conference Center. Share the information through Kentucky Conference News Link. C. Set-up a bookroom at the following events: Mission u, Annual Mission Celebration, and the Spiritual Growth Retreat. Section 8. The CHAIRPERSON of the COMMITTEE ON NOMINATIONS shall: A. Furnish biographical information of officer nominees to the Communication Coordinator, to be published in the August edition of the K C New Link. B. Furnish biographical information of officer nominees to be published in the Annual Mission Celebration program book. C. Receive and maintain a talent bank. Section 9. The COMMUNICATIONS COORDINATOR shall: A. Serve as editor of the Kentucky Conference Newsletter, K C News Link. B. Maintain the names and the addresses of the Conference and District officers, the officers of Local Units, Conference churches and other persons. C. In consultation with the President, be responsible for all official news releases of the Kentucky Conference United Methodist Women to K C News Link, Net News and to the religious and public news media. D. Mail the newsletter at bulk rate to those who do not have email addresses. E. Distribute K C News Link by the 15th of February, May, August, and November. Section 10. OTHER ELECTED/APPOINTED LEADERS A. The ARCHIVIST/HISTORIAN shall: 1. Collect, identify, arrange and preserve historical materials relating to administration, projects, programming and activities of the conference organization and its predecessors. 2. Study the existing files and become familiar with the material already deposited. 3. Arrange with the Kentucky Wesleyan and Asbury Library staffs to receive and store materials that come to the library marked to the attention of the archivist. Upon completion of the new Kentucky Conference Center, these materials will be moved. 4. Work closely with the conference President and the Executive Committee to secure current materials. 5. Attend the Executive Committee meetings, the Annual Mission Celebration and submit a written report annually. 6. Communicate with the historians of the District organization. B. The PARLIAMENTARIAN shall: 1. Serve on the Committee to Review Standing Rules. 2. Serve on the Executive Committee. 3. Attend the Annual Mission Celebration. C. The CHAIRPERSON of the COMMITTEE TO REVIEW the STANDING RULES shall: 1. Serve on the Executive Committee. 2. Work with the committee to review the Standing Rules of the Conference and of the Districts. This shall be done the first year of the quadrennium. D. The LANGUAGE COORDINATORS shall serve on the Executive Committee. ARTICLE IV COMMITTEES Section 1. EXECUTIVE COMMITTEE (Mission Team). A. Membership 1. The Executive Committee shall be composed of those elected officers and leaders specified in the National Organization Constitution and Bylaws, the Bishop or his/her representative, and the chairperson of the Committee to Review the Standing Rules, the parliamentarian, and the historian. There shall be no substitute for any Executive Committee member who is absent, except for a District President, who may send another District Officer in her place. 2. No person shall be elected to a Conference office unless an active member in a local unit. 3. No elected leader shall hold the same office for more than four years except Treasurer who can serve six years. Tenure on the Executive Committee for the elected leadership of the conference organization shall be limited to a total of eight years; the exception being when a woman has completed her eight year tenure (serving in elected leadership position other than President) is elected President. Service of six months or more in an office year by an interim or acting officer will be counted as one year of the tenure. A two-year term as chairperson of the Committee on Nominations may be in addition to the tenure limitations. Membership on the Committee on Nominations is not considered tenure on the Executive Committee. No elected or appointed leader of the conference organization shall hold any other office beyond the local unit of United Methodist Women. Tenure carries from one conference to another. All years of service as an elected leader of any conference United Methodist Women, Woman s Society of Christian Service, Women s Society of World Service, and Women s Society of Christian Service, including Secretary/Chairperson of the Wesleyan Service Guild, shall be counted when determining tenure. B. Functions 1. Each member of the Executive Committee shall: a. Attend all meetings, events and respective committee meetings of the conference organization. b. Attend the Mission u. c. Write a minimum of three (3) letters to her District counterpart at least three times a year. d. Submit an article for each issue of the K C News Link. e. Submit a typed annual report, not to exceed one page, to the President and the Secretary. 2. The Executive Committee shall provide for a directory. Extra copies of the directory shall be made available for sale, the price approved by the Executive Committee. 3. The Executive Committee shall provide for the publication and distribution of a Kentucky Conference United Methodist Women's Newsletter. Subscriptions shall be available at a cost determined by the Executive Committee.
C. Relationships (page 131) D. Meetings 1. Three Executive Committee meetings shall be held per year: in the spring, at the Kentucky Conference Mission u and prior to the Annual Mission Celebration. Other meetings may be called in conjunction with other events to help defray the cost of separate meetings. 2. A majority present shall constitute a quorum. Section 2. ADMINISTRATIVE COMMITTEE A. The committee shall not change declared policy, the budget nor incur indebtedness. B. The committee shall consist of: 1. President 2. Vice President 3. Secretary 4. Treasurer 5. Membership Nurture and Outreach Section 3. COMMITTEE ON PROGRAM (page 134) Section 4. COMMITTEE ON FINANCE (page 132) Section 5. COMMITTEE ON MEMBERSHIP NURTURE AND OUTREACH (page 133) Section 6. COMMITTEE ON NOMINATIONS (pages 132-133) A. Membership B. Functions 1. The committee will keep up to date and accurate records of term and tenure of elected and appointed officers and provide a written report of this record to the Executive Committee regularly. 2. The committee will devise a plan to visit district and local meetings and events to identify potential officers. C. Meetings Section 7. COMMITTEE ON MISSION u A. Membership Mission u shall be sponsored by the United Methodist Women of the Kentucky Conference and the United Methodist Women of the Red Bird Missionary Conference. B. Functions The emphasis of Mission u for members of the United Methodist Church is two-fold. 1. The world mission of the church and the responsibilities of the Christians within it. 2. The training of United Methodist Women and others who serve in places of leadership with responsibilities for global ministries. Section 8. COMMITTEE ON THE CHARTER FOR RACIAL JUSTICE POLICIES (page 134) Section 9. OTHER COMMITTEES A. COMMITTEE TO REVIEW THE STANDING RULES 1. Membership shall include: a. The chairperson, as appointed by the President. b. The President. c. The Secretary. d. The Parliamentarian e. Two District Presidents. f. Three other members from the conference membership at large, appointed by the President and approved by the Executive Committee. 2. Functions a. The committee shall in the first year of each quadrennium, review and revise the Standing Rules of the conference and the District organizations to be sure they are in compliance with National Organization By-Laws. b. The Standing Rules will be presented for approval at the Annual Mission Celebration. 3. Meetings The committee shall meet as needed. B. COMMITTEE OF SPIRITUAL GROWTH 1. Membership shall include: a. The Mission Coordinator for Spiritual Growth, Chairperson. b. The Mission Coordinator for Social Action. c. The Mission Coordinator for Education and Interpretation. d. The Mission Coordinator for Membership Nurture and Outreach. e. The Secretary of Program Resources. f. The President. 2. Functions: This committee is to plan and implement the Spiritual Growth Retreat. 3. Meetings: The committee shall meet as needed. C. ARCHIVE COMMITTEE 1. Membership shall include: a. The Historian, Chairperson b. The President c. The Vice-President d. The Secretary
e. The Communication Coordinator 2. Functions: The committee is to sort material to be archived. 3. Meetings: The committee shall meet at least yearly or more as needed. ARTICLE V NOMINATIONS AND ELECTIONS Section 1. ELECTIONS The election of the conference officers shall take place annually for a term of office of two years with the exception of the Committee on Nominations. Election may be by acclamation or by ballot. A majority vote is sufficient for election. 1. In EVEN years, the following Mission Team members shall be elected: President Secretary Coordinator for Social Action Coordinator for Membership Nurture and Outreach Communications Coordinator Chairperson of the Committee on Nominations 2. In ODD years, the following Mission Team members shall be elected: Vice-President Treasurer Coordinator for Spiritual Growth Coordinator for Education and Interpretation Secretary of Program Resources Section 2. TENURE (page 137) Section 3. ASSEMBLY The Executive Committee shall be represented at the NATIONAL ASSEMBLY. 1. The President's expenses will be paid from the Assembly account. 2. The elected and appointed conference officers, including the Committee on Nominations, who attend shall share the remaining funds in the Assembly account. Section 4. JURISDICTION QUADRENNIAL MEETING (page 137) The Executive Committee shall be represented at the SOUTHEASTERN JURISDICTION QUADRENNIAL MEETING. 1. The three voting delegates and two alternates shall include the President. The remaining delegates and alternates shall be nominated by office from the elected officers by the Executive Committee. The delegates shall be affirmed by the voting body of the Annual Mission Celebration. 2. The delegates expenses shall be paid by the conference organization. 3. The elected and appointed conference officers, including the Committee on Nominations, who attend shall share the remaining funds in the Jurisdiction account. Section 5. NOMINEES TO THE UNITED METHODIST NATIONAL ORGANIZATION BOARD OF DIRECTORS (page 137) The Executive Committee shall elect nominees for National Organization. 1. Two nominees and one alternate shall be nominated by the Committee on Nominations and elected at the Annual Mission Celebration of the Conference. 2. The nominee s expenses shall be paid by the conference; if the alternate becomes a nominee then her expenses will be paid. Section 6. NOMINEES TO THE PROGRAM ADVISORY GROUP (PAGE 138) If one of our three nominees is not elected as a director of the United Methodist Women at Jurisdiction Conference, the Conference Nominating Committee will bring a slate of three nominees to the Conference Mission Team for approval to send to New York.2 ARTICLE VI MEETINGS Section 1. CONFERENCE ANNUAL MISSION CELEBRATION A. The voting body of the annual meeting of the conference organization shall be composed of members of United Methodist Women organizations existing within the bound of the conference. B. The Conference assumes no financial responsibility for the delegates from Local Units or for the District leaders. C. The Annual Mission Celebration will be held on the fourth Saturday in October each year. D. The Annual Mission Celebration rotation will be renamed as per the action of the Kentucky Annual Conference. E. The District organizations will pay for the expenses of the District Superintendent and spouse of their respective District. F. The Conference Treasurer will send a designated amount to the hosting district for the refreshments and other costs incurred in hosting the Conference Annual Mission Celebration. G. The resident Bishop and spouse shall be invited to attend the Annual Mission Celebration at Conference expense. H. The past Presidents, Deaconesses, National Organization and retired Missionaries residing within the bounds of the Conference and members of the Committee on Nominations shall be invited to attend the Annual Mission Celebration at the Conference expense. I. An honorarium of one hundred (100) dollars shall be given to the speaker at Annual Mission Celebration unless the speaker is a member of the United Methodist Women National Organization or Staff, all other expenses incurred in travel, lodging and food will be covered by the Kentucky United Methodist Women. In this case one hundred (100) dollars will be given as a Gift to Missions. J. The total program of the Annual Mission Celebration is a conference responsibility with specific duties delegated to the host District. K. The conference shall be responsible for the printed program, packets, speakers, program participants, public relations, nursery expense, custodial expense, music and other expenses incurred for the meeting.
L. The host District shall be responsible for local arrangements, such as the luncheon. The local unit President and the district President shall work together to make the arrangements for the meeting. M. The Conference President, Vice-President and Treasurer and other members of the Program Committee as needed, shall meet with the host District President and the Local Unit President to discuss plans for the meeting. Section 2. MISSION u A. There shall be a Conference Mission u. B. The dates and locations of the Conference Mission u shall be determined by the Mission u Committee. Section 3. WORKSHOPS, SEMINARS, RETREATS There shall be an Annual Spiritual Growth Retreat in March/April unless otherwise determined by the Executive Committee. Section 4. DISTRICT MEMBERS Section 5. SAFE SANCTUARY All Local, District and Conference events sponsored by the Kentucky Conference United Methodist Women shall be in compliance with the Safe Sanctuary Policy adopted by the 2007 Kentucky Conference of the United Methodist Church. ARTICLE VII FUNDS Section 1. ANNUAL PLEDGE Section 2. MISSION GIVING Section 3. SPECIAL MISSION RECOGNITION, GIFT TO MISSION, GIFT IN MEMORY AND WORLD THANK A. RECOGNITION OF OFFICERS 1. CONFERENCE a. Recognition of conference officers and Executive Committee members retiring from their office. i. President $500 Special Mission Recognition pin and card (4 yr. term). ii. President $200 Special Mission Recognition pin and card (2 yr. term). iii. Other elected officers $100 Special Mission Recognition pin and card (2 yr. term or more). iv. Members on the Committee on Nominations, National Organization, Jurisdiction Core Group Members, Dean of Mission u, and other appointees $60 Special Mission Recognition pin and card. b. Special Categories i. An individual, regardless of gender, of the Kentucky Conference who is commissioned a missionary, deaconess, diaconal minister, permanent deacon, or ordained an elder in full connection in the conference shall receive a Special Mission Recognition ($40) with pin representing a Gift to Missions in his/her honor. This will be presented at the Annual Conference of his or hers commissioning or ordination. ii. District Presidents shall receive a $5.00 Gift to Mission (2 yr. term or more). The card will be presented to her at the Conference Annual Mission Celebration nearest the completion of the term as District President. 2. DISTRICT The Recognition of District Officers and Executive Committee members retiring from their office. a. President $100 Special Mission Recognition pin and card (4 yr. term). b. President $60 Special Mission Recognition pin and card (2 yr. term). c. Other elected officers $60 Special Mission Recognition pin and card (4 yr. term) and $40 Special Mission Recognition pin and card (2 yr. term). d. Members of the Committee on Nominations, and appointed officers $40 Special Mission Recognition pin and card (4 yr. term) and $15 Gift to Mission (2 yr. term). B. SYMPATHIES AND MEMORIALS 1. At the death of a parent, sibling, husband or child of a member of the Kentucky Conference Mission Team, elected or appointed, the President of the District in which that member resides, shall notify the conference treasurer and Secretary. The treasurer shall send a Gift in Memory of $10 to the National Organization and shall send the Gift in Memory card to the bereaved member. The Secretary shall notify other members of the Kentucky Conference Mission Team. 2. In the event of the death of a Kentucky Conference Mission Team member, elected or appointed, or a past President of the conference, the President of the District in which she resided shall notify the Conference Treasurer and Secretary. The Treasurer shall send a $25 Gift in Memory to the National Organization; she shall send the Gift in Memory card to the deceased member s family. The Secretary shall notify the members of the Kentucky Conference Mission Team. 3. The Secretary shall send a Gift to Mission card to members of the Kentucky Conference Mission Team, elected or appointed, who are in the hospital or who are confined to their homes by serious illness and shall notify other members of their illness. The members of the Kentucky Conference Mission Team, elected or appointed, living closest to the person who is ill shall be responsible for notifying the Secretary. Section 4. SUPPLEMENTARY GIFTS, A CALL TO PRAYER AND SELF-DENIAL Section 5. ADMINISTRATION and MEMBERSHIP DEVOLOPMENT The ADMINISTRATION AND MEMBERSHIP DEVELOPMENT BUDGET shall be determined yearly by the Executive Committee at a percentage recommended by the Finance Committee based on the estimated amount of Pledge to Mission funds anticipated by the conference organization. 1. The expenses of the members of the Executive Committee shall be paid from the Administration and Membership Development Fund (A&MD). 2. Any Conference Officer, elected or appointed, attending a meeting or event required by virtue of their office, may be reimbursed for the expenses upon request. Section 6. MONIES TO NATIONAL ORGANIZATION
Section 7. CONFERENCE OFFERINGS Section 8. OTHER FINANCIAL CONCERNS A. A liability insurance policy is carried on all attendees of United Methodist Women Kentucky Conference events by the Kentucky Annual Conference of the United Methodist Church. B. The President and the treasurer shall be authorized to sign checks. C. All contracts, statements on conference policy or action, and legal papers shall carry the signatures of the Conference President, Treasurer and Secretary. D. Vouchers with attached receipts should be submitted to the treasurer for reimbursement. E. Expense vouchers must be signed by the President, Secretary and Treasurer. F. Executive Committee members may submit an estimate for authorized trips and draw money in advance. G. Mileage shall be paid at a rate of $0.35 per mile. Carpooling is highly recommended whenever possible. H. Dependent care shall be provided at up to $30.00 per day for persons living in the home to enable members of the Executive Committee to participate in roles of leadership while involved in business meetings or events of the conference. I. After the Conference and District officers and nominees, including the Committee on Nominations and appointed officers, pay the registration deposit to the Mission u, then the conference will pay the balance. No mileage will be paid. 1. Officers or nominees who pay the registration after the deadline will be responsible for any late fee. 2. Districts without nominees in place for registration by the deadline will be responsible for the late fee. J. A Conference or District officer, elected or appointed, or a nominee who attends only the training session at Mission u, but does not register for the entire school, will be reimbursed a maximum of $25 for travel expenses. If this officer or nominee is a Conference Officer, the $25 will be paid by the conference. If this Officer or nominee is a District Officer, the $25 will be paid by the District. No registration fees will be paid. K. Executive Committee members must reimburse the conference organization for registrations not honored. L. There shall be an accumulative account provided for elected and appointed conference officers to attend the Assembly, Jurisdiction Quadrennial Meeting, National Seminar or other division or jurisdiction events. M. There shall be a contingency fund for unanticipated emerging opportunities. N. A gift to Church Women United will be given annually. O. HONORARIA 1. Honoraria or Gifts to Mission for speakers shall be $100.00 plus expenses for the Annual Mission Celebration. 2. An honorarium up to $300.00 per retreat plus expenses will be given to each leader for the Conference Spiritual Enrichment Retreat(s). a. The conference will pay the registration fee for persons who will be doing specific tasks at the retreat (i.e. pianist, song leaders, discussion leaders). b. An honorarium of $50 per retreat for the song leader and an accompanist will be given. ARTICLE VIII AMENDMENTS AND STANDING RULES Section 1. AMENDMENTS Section 2. STANDING RULES Standing Rules shall be reviewed and updated in the first year of the quadrennium. Recommended amendments ad interim to the Standing Rules shall be considered by the Committee on Standing Rules, adopted by the Executive Committee and recommended to the voting body of the Annual Mission Celebration for adoption. Standing Rules may be adopted by a majority vote, and may be amended by a 2/3 vote without previous notice or by a majority vote with previous notice. (Robert's Rules of Order Newly Revised).